Organizations have long weighed the benefits of on-premises Quality Management Systems (QMS) against SaaS-based electronic QMS (eQMS) solutions. Now, the decision is no longer about whether to move to a SaaS model, but when. With vendors sunsetting support for their on-premises solutions, companies must act to avoid business disruption and rising costs.
This forces organizations to either upgrade to their provider’s SaaS alternative or lose support completely. This shift often involves moving to named-user schemes and annual subscriptions, which can significantly increase expenses. Companies relying on these legacy platforms must now adopt SaaS-based eQMS solutions to maintain quality and compliance.
The Challenges of On-Premises Systems
On-premises QMS platforms have not evolved to meet the demands of modern, global operations or to incorporate capabilities like AI. Key challenges include:
- Maintenance Costs: Organizations are solely responsible for maintaining hardware, managing software updates, and dedicating IT resources to technical issues.
- Scalability Limits: On-premises systems are often rigid and require expensive upgrades to accommodate business growth.
- Outdated Capabilities: Many legacy systems lack features for real-time collaboration or integration with other business systems.
- Siloed Modules: Disconnected modules limit visibility, create duplicate processes, and increase compliance risks.
- Sunsetting Support: As providers end support, organizations face increasing security risks and operational inefficiencies.
The Immediate Risks of Losing Vendor Support
When a vendor stops supporting its on-premises software, it creates critical gaps in system maintenance, security, and troubleshooting. This leaves the organization to manage all system issues internally, leading to several risks:
- Increased Security Risk: Without vendor support, critical patches and updates are no longer available, leaving the system vulnerable to cyber threats.
- Operational Downtime: Technical issues like system errors or integration failures take longer to resolve without a dedicated support team, leading to extended downtime.
- Compliance Concerns: It becomes increasingly difficult to ensure the system remains compliant with the latest industry regulations, which can lead to legal and financial ramifications.
A Warning: “Cloudwashing” and Legacy Architecture
Migrating to a SaaS offering from a legacy vendor may seem like the easiest path, but it often presents hidden challenges. Many providers use a “lift-and-shift” approach, repackaging the old on-premises system for the cloud. This results in a SaaS solution that carries over the same rigid architecture and outdated design.
This approach, known as “cloudwashing,” means businesses may not get the flexibility or innovation expected from a true cloud solution. These repackaged systems often lack the customization and integration capabilities found in cloud-native platforms. They may also have clunky, outdated user interfaces and struggle to scale effectively as the organization grows. Ultimately, this limits a company’s ability to innovate using cloud-native capabilities like AI and real-time analytics.
The Advantages of a True Cloud-Native SaaS eQMS
A true SaaS-based eQMS offers a modern approach to quality management, providing tools designed for today’s business and regulatory environments. Key benefits include:
- Cost Efficiency: SaaS platforms use a subscription model, which reduces upfront costs and eliminates the need for expensive hardware and dedicated IT teams. The provider handles all updates and maintenance, ensuring predictable costs.
- Scalability: SaaS solutions grow with a business, accommodating more users, locations, or new regulatory requirements without system overhauls.
- Accessibility and Collaboration: Teams can access the eQMS from anywhere, which enables real-time collaboration across departments and geographies.
- Enhanced Security: SaaS providers prioritize data security through encryption, multi-factor authentication, and regular system updates to protect sensitive information.
The time to transition from on-premises QMS is now. Delaying the move only increases the operational risks, security vulnerabilities, and compliance challenges associated with unsupported legacy systems.
To understand the full scope of these challenges and learn how to plan a successful migration to a future-ready eQMS, download the complete white paper.
